Organizer's Home

Planning

Staffing

Day Of

What If (Problems)

Tips From The Field

1. 1. It has a handle so it is easier to hold for 3 hours
   2. It is plastic, so when they are pouring the coins, the noise is nice!
   3. Milk Jugs with the front cut out, Folgers coffee cans, plastic w/ handles are also good coin collector jugs

Staff

Two Cashiers (one can turn into coin counter / wrapper after event starts) 2-3 number helpers (from door open to event start) – can become coin collectors once event starts 1 coin collector for every 4-6 tables (MAX). Ball / Chip Puller – CAN NOT PURCHASE A PADDLE Announcer / MC

Expediter – Senior Person with NO ASSIGNED tasks other than to troubleshoot.
This person has absolute authority on EVERYTHING. They are brought in to help with any problems, and as a consequence, are likely to be calmer and more rational than the people already involved. Even if they end up being WRONG, they have final say in any problem at that time.

If you are doing your own food – at least 2 people (prep and cashier), if not multiples of each (I recommend at least 2 prep and 1 cashier, double that if crowd approaches 200) At least 1 person for 50/50 and raffles. Min for a 16 table (96 people) is 8 people, but better with 10. Add another person for every 24-36 additional people.

Make sure your coin collectors know what they are doing before you start – do not wait until the event starts – this must be done 15 minutes before the event starts. If they need to collect after each item, make sure they stick to a select route.

Make sure you explain what a quarter auction is, and if you have them, what the difference between a normal paddle and an all-in paddle is. Make sure to explain that your guests need to put in put in the number of quarters times the number of paddles (if you have 3 paddles and it is a two quarter item, you need to put in 6 quarters).

Tables

Items / Raffles / cashiers: Use rectangular tables for items
Guests: use large rounds for guests – 6 per table (unless tables are HUGE). Don’t squeeze guests in – this is as much as social event for the guests (people talking, catching up, etc.) as it is a fundraiser for you! Giving them a table where they can face their friends and be comfortable will go a long way to having repeat guests year-to-year, as well as word of mouth!

Don’t oversell your event! If you have preregistration, make sure you save at least the number of saved seats as you have pre-registration patrons. Ideally, you would have paddles registered per person, even if one person is paying for multiple people.

Collect guests name & email for door prize tickets. Use email for follow-up survey (IMMEDIATELY after – have questions prepped BEFORE the event), and next year “reminder”. State non-sell of information on ticket.

THANK your food workers, even if they are not your people. They worked as hard as your staff! Have Expeditor update MC with food status (things sold out, “sale items”, when food is closing). Have Expeditor update the MC with 50/50 and rafle status – at least 1/4, intermission, 3/4 of the way through the event. The 50/50 should be the last item!.

The MC should let guests know when the raffles and 50/50 will be drawn.

Make sure you know and announce where local businesses are located when you are presenting their items.

Note, your room layout *MUST* have at least 1 wide ROW or COLUMN between every 2 tables, so your coin collectors can get to all of the tables quickly.

Chips vs. Balls: Balls are nice for the guests – more of a feel, more traditional, larger. Chips are nice for organization – smaller to store, easier to label. Make sure you have a tray under your roller in case the door pops open. Put a strong magnet on the door in case the person forgets to lock it.

All-In Paddles – should be the price of all quarters for all lots, rounded DOWN to the nearest $5. It has to be somewhat of a bargain! Use the same numbers for normal and all-in paddles – use different colored duplicate paddles (gold vs silver?) or something that can be put on, but not taken off / switched quickly (think about someone who has 5 paddles, but only 1 is All-In). In order to keep the number of “endless” calls for unpopular items, you should consider an All-In Paddle. That way, someone will eventually hit, even if they don’t really want it.

If a coin runner suspects a guest is not putting the proper amount of coins in, they should get the expeditor to watch the table. If it is a simple case of a person not understanding that having 3 paddles means they need to put 3x the quarters in, they can explain it. If the person is outright cheating (no quarters), then the presence of the expeditor by the table will usually “honest them up”.

You will need a LOT of small change for the start-up banks – at least $40 in 1s, 5s, 10s for EACH of raffles and 50/50, $200 in change (a few 20s) for the main cashier, and at least 1 box ($500) in quarters.

The expediter should be asking staff if they need relief (caller / coin runners)

The caller should keep a pace / patter between rounds. He must keep the guests energized until the end.

You should set up a jar a the exit for people to deposit their left over quarters (or dollar bills) for the event

Don’t try to divide up money for vendors before the end of the event.

Use one set of paddles numbers, and two different styles of paddles. That way you can sell somebody a standard paddle, and then upgrade them to them all in paddle later on in the evening for the difference in the price.

Use a reservation system that allows people to select their favorite page numbers in advance. Table reservations are also good (why not get 4-6 people per advance order?)

Have a caller for the numbers and another person to do the descriptions (a change in voice) – a nice changeup.

If you are serving food, make sure you have enough garbage cans placed around the venue.

Pre event Advertise on Facebook as an event All of the facility had a sign board, and have your event listed Whofish.

Post highlighted items on the event page

Make sure you have an audio system, 2mics and 2 sets of batteries.

Make sure you have items numbered and that you announce which number you are on

If you have other auctions, make sure you evenly distribute then throughout the auction.

Your 50/50 should be the last item but give the amount at least once a quarter.

Make due you have more than enough tickets (double rolls).

Keep the pace up.

Announce The quarter amount at least twice.

Make sure you have enough runners and enough room between the takes so the runners can reach them

No more than 5 tables per runner

Make sure you mix your chips or balls- a cylinder will not mix the balls left to right well.

Thank your volunteers

If you are serving food, update people with kitchen status – items sold out, discounts, closings, and thank them.

Any last instructions, do them before the last item.

If your runners tell you people are getting restless, listen to them and up the pace.